Finance & Admin Specicalist

Organization: STEAM for Vietnam (S4V)
Headcount: 1
Type: Full-time
Location: Hanoi (office-based)
Reports to: Country Director
Role Overview
This is a role suited to a hands-on, resourceful accounting or finance professional who is comfortable independently managing U.S. nonprofit bookkeeping, compliance, and cross-border finance, and who enjoys building effective processes within a young, fast-moving, mission-driven team.
On a typical day, you will record and reconcile transactions in our U.S. nonprofit finance systems (QuickBooks Online, [protected info], Expensify/Ramp); process vendor invoices and staff reimbursements in USD and VND; prepare and file contracts, MOUs, and payment requests; maintain grant and donor documentation; coordinate with our external U.S. CPA firm on tax filings, Form 990, and audit preparation; and proactively identify and escalate financial and compliance risks.
This is a full-time, Hanoi office-based role. You will report directly to the Co-Founder & Country Director and collaborate closely with Program Leads, the Fundraising & Partnerships team, external accountants and auditors, and vendors across both countries. Because our donors, auditors, and many vendors are U.S.-based, familiarity with U.S. nonprofit accounting practices and professional English communication are essential.
Key Responsibilities
U.S. & Vietnam Finance and Bookkeeping
Own day-to-day bookkeeping in our U.S. nonprofit finance systems (QuickBooks Online, [protected info], Expensify/Ramp) and maintain project-level financial tracking. Prepare payment requests, reimbursement forms, and expense reports in USD and VND. Perform monthly reconciliations and project budget-vs.-actual tracking independently, and escalate anomalies promptly.
Compliance & External Audit Coordination
Serve as the primary internal point of contact for our external U.S. CPA firm on tax filings, annual IRS Form 990, and audit preparation. Gather supporting documentation, export QuickBooks data, and maintain 1099/W-9/W-8BEN records to support accurate and timely filings.
Grant & Donor Financial Reporting
Maintain complete grant documentation folders, including proposals, contracts, reports, and financial attachments, for U.S. and international donors. Track reporting deadlines proactively and prepare financial attachments for donor reports.
Administrative & Documentation Management
Prepare, organize, and file contracts, MOUs, quotations, payment requests, and supporting documents in our shared Google Drive using consistent naming and version control. Collect digital and physical signatures from U.S. and Vietnam-based stakeholders and keep internal trackers up to date.
Procurement & Vendor Coordination
Manage procurement workflows end-to-end, including requesting quotes, preparing comparison summaries, and coordinating invoices, payment details, and delivery confirmations with U.S. and Vietnamese vendors. Ensure every purchase has the required documentation, approvals, and receipts.
Cross-Team Coordination & Risk Flagging
Work with Program Leads to collect activity documentation, including attendance lists, invoices, and receipts, and prepare clear finance and administrative summaries for leadership. Proactively identify and escalate risks, including missing documents, unclear invoices, upcoming deadlines, and unusual transactions.
Qualifications
CPA (or in the final stages of CPA licensure) from the United States or Canada, or an equivalent professional accounting qualification with direct U.S. GAAP and/or U.S. nonprofit accounting experience.
3-6 years of relevant experience in accounting, finance, or nonprofit operations, with demonstrated ability to independently manage core finance functions.
Working proficiency with U.S. nonprofit finance tools, including QuickBooks Online (or equivalent), [protected info], and Expensify/Ramp/Brex, as well as familiarity with 1099/W-9/W-8BEN processes and Form 990 support documentation.
Strong integrity and accountability, with the ability to handle contracts, payments, and confidential financial information with discretion.
Strong Google Workspace and Excel/Google Sheets skills, including the ability to build and maintain trackers, pivot tables, and reconciliations independently.
Comfortable working across USD and VND and accurately applying exchange rates.
Professional written and verbal English communication skills, with the ability to correspond independently with U.S.-based donors, auditors, and vendors on finance matters. Vietnamese is a strong plus but not required.
Highly reliable, organized, and proactive, with strong follow-through on commitments and deadlines and a habit of raising questions early rather than making assumptions.
Comfortable working in a lean, fast-paced nonprofit environment and building processes from the ground up.
Benefits:
Own the financial and administrative backbone of a high-impact, U.S.-registered Vietnamese nonprofit as our first dedicated finance hire.
Build hands-on experience in U.S. nonprofit finance, grant compliance, and cross-border operations while working directly with founding leadership.
Work alongside partners from Meta, Google, And leading Vietnamese institutions.
Support programs that reach millions of Vietnamese learners, educators, and technologists.
Join a young, energetic, mission-driven team with mentorship from experienced operators, meaningful ownership, and opportunities for the role to grow with the organization.
Salary: Negotiable salary